2. Introduction
• Meetings: very common and one of the most
effective form of Business Communication.
• When group of people meets to solve a problem
or accomplish a task it is called a MEETING.
• Formal OR informal: regular staff, project-team,
special or ongoing committee meetings.
3. What is the Agenda?
• The agenda is a written plan for what you want
to accomplish at the meeting.
• Timing: Schedule starting and finishing time.
• Listing the agenda: put important ideas first or
last on the agenda - not “buried in the middle”.
• Content of the items: Include the items that are
4. What is the Agenda? Continued….
• consistent with the task. Solicit/include agenda
from others to increase “sense of participation” .
• Avoid listening “any other business” at the end :
this is an invitation to waste time.
• For better response, distribute agendas two or
three days in advance.
5. Why call a Meeting?
• When you need more information from others.
• When you lack the power and authority to
implement ideas and decisions yourself and
need the participants to “buy in”.
• You want to increase your participants’ sense of
morale or participation in the decision making.
6. Are you a Chair or a Participant?
Summary of techniques to
communicate effectively:-
• As a participant:-
Explain your ideas properly.
Relate to other participants’ ideas.
Help facilitate the group process.
7. Summary of techniques to
communicate effectively:- Continued…….
• As a Chair:-
Perform task functions.
Prepare an agenda.
Decide on discussion procedure.
Decide a decision-making
procedure.
8. Summary of techniques to
communicate effectively:- Continued…….
• As a Chair:-
Perform process functions.
Encourage support, diversity and
listening.
Avoid one person dominating.
Avoid hostile conflict.
9. Decision/Minutes of the meeting:-
• After due deliberation, with the
mutual consent and, off course, with
the approval of the chair there must
be a clear decision on each agenda
point.
• Minutes of the Meeting (MoM) may
properly be recorded.
10. Circulation/implementation.
• These decisions/MoM should be
circulated to all concerned for taking
necessary action.
• Progress on implementation be
reviewed in next meeting or through
monthly progress reports.
11. ANY QUESTIONS?
Question and answer session.
• When to take questions?
• How to take questions?
• How to deal with difficult questions?
12. WHEN?
• “Feel free to ask questions.”
• “Please hold the questions until the end”
• “Feel free to interrupt with questions but, since
we only have an hour, hold questions until the
end.”
• “A “15” minutes Q & A period after each point”.
13. HOW?
• Prepare yourself by controlling your attitude.
• Avoid a defensive stance. Its a complement that
listeners are interested enough to ask for clarity.
• Try to guess what the questions will be.
• Ask a colleague to play devil’s advocate during
your rehearsal.
14. HOW? Continued……
• When you answer questions, avoid getting into a
one-to-one conversation with a single
participant.
• Maintain eye contact with entire audience, not
just the questioner.
• Avoid ending your answer by looking right at the
questioner: he or she may feel invited to ask
another question.
15. HMMM! ITS A DIFFICULT QUESTION.
• Compliment the questioner, e.g.:-
“Good question. Let’s explore that in more
detail after the presentation is over.”
• Divert the question.
• Beware of the unfair questions.
16. Board Meeting Regarding Holding Annual Sports Week 2013
January 4, 2013 NUML, Islamabad 9 a.m. to 10:15a.m.
Agenda
1. Progress on Minutes of last Meeting Director (Sports) 2 mins
Information
1. Update to Competition Guidelines Director (Sports) 5 mins
2. Status of Funding Application Director(Finance) 3 mins
3. Report of Membership Committee Director (Sports) 5 mins
Discussion
1. Membership Fee Structure Director(Finance) 15 mins
2. Report of Discipline Committee Director (Academics)15 mins
Actions
1. Event Schedule 2013 Director (Sports) 15 mins
New Business
1. Request from Female students for
including football in their Games Mrs. Natasha 15 mins
